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Item No. 2 Staff Report No.q7 -19618W3 Meeting Date: March 17, 1997 Type of Business: WK • WK: Work Session;PH:Public Hearing;CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Chuck Whiting, City Administrator From: Bruce Kessel, Finance Director Item Title/Subject: Advisory election information Date of Report: March 13, 1997 Based upon our discussion after the March 10th City Council meeting, I have obtained information relating to the costs and procedures of conducting the proposed advisory election by mail ballot. The City has 7,513 registered voters. If we follow the rules as established by the Secretary of State's Office (see attached), ballots are to be mailed at least 14 but not more than 20 days prior to the election; if the election were to be held on April 5th, this would between March 15th to March 22nd. As noted below, we will not be able to meet this requirement, but will try to come as close as possible to those dates. For the actual balloting, we will obtain labels (cost of$128) from the Mn Secretary of State's Office which will be based upon registered voters; we are attempting to coordinate the labels with the voter registration rosters which will be used at the election. The labels will be affixed to envelopes which instruct the post office to not to forward said mail ($0.14 per envelope). A ballot secrecy envelope ($.07), and a return envelope which includes required instructions for signing and witnessing ($.14) will be included along with the ballot, instructions for completing the ballots ($.07), and possibly an informational flyer. Postage is estimated to be $.55 for the initial mailing and state guidelines requires return postage of$.32. Estimated total cost for supplies is $10,000 plus the cost of the ballots and any informational flyer. The vendor for the election supplies has indicated that they do not presently have enough of all the envelopes in stock and that it would take approximately 2 to 2 '/2 weeks to have additional envelopes printed (March 27); it may be possible for a rush order that could speed up the delivery by several days and it will take at least one day to put the labels on the envelopes and prepare the ballots for mailing. As such, we hope to have the ballots sent out sometime between March 24 and 27th. We will be meeting early next week with several election judges to determine the number of judges that will be needed and will have a list of judges for your consideration at the March 24th City Council meeting. We will also be posting and publishing a sample ballot and the dates and times for registering and voting. It is anticipated that we will allow individuals to register at City Hall during normal business 110 hours on April 3rd or 4th, or on other days by special arrangement. On election day,judges would be at the Bel Rae from 8:00 a.m. to 3:00 p.m. for registration and voting. At three